Karim Elwan
Senior Document Controller
Cairo,Heliopolis
Summary
Results-driven Senior Document Controller with extensive experience in managing and optimizing documentation workflows across diverse industries. Expertise in ensuring accuracy and compliance with regulatory standards, along with a strong track record in quality assurance and document management systems. Proficient in implementing effective document control processes that ensure meticulous record-keeping and enhance operational efficiency. Committed to fostering collaboration within teams to achieve seamless documentation practices and uphold the highest standards of compliance.
Overview
15
15
years of professional experience
4
4
years of post-secondary education
3
3
Certificates
3
3
Languages
Work History
Senior Document Controller
Hitachi Rail
Cairo
01.2025 - Current
- Responsible for Implementation of structured document management processes and procedures, ensuring all instructions are followed throughout the project lifecycle.
- Ensure document types are controlled as per established procedures and instructions.
- Manage technical documents/correspondences daily, including processing, submitting, and tracking throughout the project cycle.
- Operate within the electronic document management system (e-DMS) – ACONEX, ensuring proper registration, linking, uploading, and metadata compliance.
- Apply correct documentation codes and references in accordance with the project Data Structure (PDS), ensuring version and revision control.
- Maintain and report on document statuses, ensuring timely approvals, releases, and distributions.
- Follow and oversee daily workflows from Formal Review to final approval, coordinating design submissions with the Employer and Employer representatives.
- Ensure that controlled copies of the latest approved documents and drawings are distributed to the appropriate staff, subcontractors, and suppliers as applicable.
- Collaborate with the document control team to finalize workflows, releases, and distributions while maintaining team alignment.
- Communicate regularly with project document controllers (CJV, PM, sub-PM, and other team members) to ensure proper document creation and maintenance.
- Implement quality checklists/guidelines to uphold documentation standards, particularly for releases to NAT & SYS.
- Monitor and report on documentation issues that do not comply with the agreed PDS or Aconex metadata.
- Conduct training as required and provide coaching for document controllers and project staff, to ensure that the document control processes are fully understood within the project
- Projects:
- Cairo Metro Line 1 Modernization
- Developer: National Authority of Tunnels
- Consultant : SYSTRA – ACE– SABBOUR
- Contractor: Hitachi Rail – Colas Rail – Orascom Construction
Senior Document Controller
JLL – Jones Lang Lasalle Misr L.L.C
Cairo
08.2023 - 10.2024
- Works within the established Electronic Document Management System (EDMS) to ensure that project information is accurate, controlled, transmitted, filed and registered for optimized tracking and retrieval (Aconex).
- Process the project documents (hard and digital copies) in accordance with the approved procedures.
- Ensuring that pre-established document control requirements (document layout and numbering system, how many and which signatures are required for certain approvals, etc.) are satisfactorily met throughout the duration of the project.
- Expediting the creation, review, signature approval, and release of internally produced documents.
- Producing logs, transmittals, and other reports as required.
- Assisting users in capturing and locating electronic information.
- Verifying retention requirements; arranging hard copies filing and long-term storage or disposal documents at the time of closeout.
- Ensuring that all parties adhere to the project management plan, document numbering conventions and workflow templates processes within the EDMS (Aconex).
- Ensuring that appropriate resources are provided for the management of documents and records.
- Ensuring information, training and instruction is provided on the document and records management system.
- Managing the document control and records management process
- Checking the quality of documents
- Ensuring documents are developed using correct styles and format.
- Maintaining the document register.
- Maintaining all the incoming and outgoing records
- Ensuring that only approved current versions of documents are available for use.
- Archiving of all obsolete documents and records.
- Internal Auditing as Per Document Management Plan.
- Projects:
- ZED East Project:
- Developer: Ora Developers Egypt for Real Estate Investment
- Project Management: JLL – Jones Lang Lasalle Misr
- Consultant: ACE – Arab Consulting Engineers Moharram Bakhoum
- Contractor: Orascom Construction – Gama Construction – Concrete Plus – Redcon Construction – Gama Infrastructure –
Senior Document Controller
RMC - raafat.miller.consulting
Cairo
12.2015 - 03.2023
- Successfully register all documents on Oracle Aconex data base to allow all procedure to pass through creating a project configuration based on document numbering needs and filling system.
- Create forms and templates for all types of documents & and making process chart for each document for all holding company projects.
- Follow up the status (Target & Remaining & Actual) of shop drawings and Material Submittal as per the Project Material List & Shop Drawings List (E1 & E2) Logs and timing as per Planned Submission Date in Time Schedule.
- Create logs for each item of Site scope of work (Shop Drawings, RFI, Change Proposal, Letters, Test Report, Daily Report, Start New Activity, MAR, MIR & IR).
- Manage the coordinating of the activities related to document control, including auditing and distribution of controlled documents.
- Encourage teamwork to develop and maintain an effective team environment.
- Make training for all Holding Companies Project Staff to Improve the Document controller skills and Job Quality.
- Coordinate with consultants and contractors to send and receive various reports, drawings, submittals and other outstanding issues.
- Track the pending documents through weekly and monthly progress reports - (Dashboard).
- Make Shop Drawings Guide List for the last revision of all drawings.
- Projects:
- City Gate Project:
- Developer: Al Dyar Al Qattaria
- Project Management: Turner
- Consultant: RMC–Rafaat Miller Consulting
- Contractor: ACC–Arabian Construction Company
- Cairo Festival City– Business Park C Project
- Developer: Al Futtaim
- Project Management: HGP–Hosny Pacer Group
- Consultant: RMC–Rafaat Miller Consulting
- Contractor: Hassan Allam
- Mivida–Office Park Project
- Developer: Emaar Misr
- Project Management: Turner
- Consultant: RMC–Rafaat Miller Consulting
- Contractor: Al Shafar
Document Controller
ELNairouz Company
Cairo
08.2013 - 11.2015
- Input document data into the standard registers ensuring that the information is accurate and up to date.
- Generate the various document control reports as required.
- Prepare site documents and follow up of all the site needs.
- Prepare site documents and follow up of all the site needs.
- Make sure that controlled copies of latest approved documents and drawings are given to the appropriate staff, subcontractors and suppliers as applicable.
- Maintain updated records of all approved documents and drawings and their distribution clearly.
- Maintain the documents and drawings in the Document Control office under safe custody without any damage or deterioration with easy traceability.
- Maintain the files and control logs as required by the project.
- Sheraton Complex Project
Operation Officer
Aqarat Company For Real Estate
Cairo
10.2010 - 08.2013
- Ensuring that client documentations are complete and accurate.
- Ensure monthly reports compared to targets.
- Ensure medical report and follow up with all related parts.
- Entry of documents, records and applications.
- Quality of applications Ensure 100% accuracy.
- Ensure adherence to the process in order to reduce the number of reprocesses.
Education
B.Sc. - Mass Communications
6 October University
Cairo06.2010
Skills
Document Management
Information Management
Office Administration
Perfect at Electronic Document Management System (EDMS)
Aconex, EIA Booster, SharePoint, AutoCAD, Microsoft 365 (Office), Adobe Acrobat, OneDrive, Outlook, Windows and Internet
Document archiving
Documentum software
Quality assurance procedures
ISO standards
Version control management
Electronic filing systems
Advanced computer skills
Document classification
Standard operating procedures
Certification
Certificate of Document Control and Information Management - The American University in Cairo: School of Sciences and Engineering
Personal Skills
- Communication – ability to communicate orally, in writing, or via electronic means, in a manner appropriate to the audience.
- Teamwork – being a constructive team member, contributing practically to the success of the team.
- Leadership – being able to motivate and encourage others.
- Initiative – ability to see opportunities and to set and achieve goals.
- Problem solving – thinking things through in a logical way in order to determine key issues, often also including creative thinking.
- Flexibility/adaptability – ability to handle and adapt to new situations.
Timeline
Senior Document Controller
Hitachi Rail
01.2025 - Current
Senior Document Controller
JLL – Jones Lang Lasalle Misr L.L.C
08.2023 - 10.2024
Senior Document Controller
RMC - raafat.miller.consulting
12.2015 - 03.2023
Document Controller
ELNairouz Company
08.2013 - 11.2015
Operation Officer
Aqarat Company For Real Estate
10.2010 - 08.2013
B.Sc. - Mass Communications
6 October University
Languages
Arabic
Bilingual or Proficient (C2)
English
Bilingual or Proficient (C2)
French
Elementary (A2)